Estates Co-Ordinator

Estate Operations Coordinator Location: City (London EC2)

Department: Estate Management Reports to: Estate Manager

About the Role

We are looking for a proactive, organised and customer-focused Estate Operations Coordinator to support the Estate Manager and wider management team in the day-to-day operation of the estate.

This is a varied role, combining estate operations, facilities management, administration, contractor coordination, health & safety, retail engagement and events. You will play an important part in ensuring the estate is safe, well maintained, welcoming and efficiently managed , while helping to protect and enhance the value of the landlord’s asset.

Working closely with the Estate Manager, Technical Services Manager and Retail & Events Manager, you will coordinate a wide range of estate services and build strong relationships with occupiers, retailers, contractors and other stakeholders.

What You'll Do

• Support the Estate Manager, Technical Services Manager and Retail & Events Manager with the effective day-to-day operation of the estate.
• Manage routine correspondence and administrative duties, ensuring the estate operates efficiently and professionally.
• Proactively coordinate estate services including security, cleaning, landscaping, fabric maintenance and mechanical & electrical (M&E) maintenance , ensuring agreed service standards are consistently achieved.
• Regularly monitor estate services and liaise directly with contractors and service providers to resolve issues and maintain high standards.
• Develop and maintain strong working relationships with retailers, occupiers and relevant third parties.
• Coordinate landlord development and improvement works across the estate, ensuring minimal disruption to occupiers.
• Support the Retail & Events Manager with retailer sales and campus footfall reporting.
• Carry out regular inspections and audits of public areas and back-of-house facilities, ensuring high standards of cleanliness, presentation and safety are maintained.
• Maintain accurate records relating to compliance with operational processes and procedures.
• Assist with obtaining quotations and relevant information to support the preparation and management of estate service charge budgets.
• Support the implementation of health & safety, emergency procedures and safe working practices in line with current legislation.
• Work closely with the Retail & Events Manager on commercialisation and event activity , including event planning, logistics, documentation and coordination with brand partners.
• Assist with inspections and reviews of completed works and service contracts.
• Support the preparation and management of service specifications, contracts and associated documentation in accordance with company procedures.
• Assist with the processing and tracking of service invoices and the preparation of management accounts.
• Support the procurement, maintenance and management of estate equipment, including maintaining schedules and contributing to capital replacement programmes and lifecycle costing initiatives.
• Ensure the organisation’s vision and values are reflected across all estate services and activities.
• Act as Deputy Estate Manager when required.
• Undertake other duties and projects as reasonably required by the Estate Manager, Technical Services Manager or Retail & Events Manager.

About You

We’re looking for someone who is organised, proactive and confident , with a strong eye for detail and a practical approach to problem-solving.

You will ideally demonstrate:

• Excellent problem-solving skills and the ability to resolve queries promptly and effectively.
• Strong organisational and time-management skills, with the ability to prioritise competing demands.
• Excellent written and verbal communication skills.
• A professional and confident approach when dealing with occupiers, retailers, contractors and other stakeholders.
• The ability to work effectively both independently and as part of a wider team.
• A self-motivated and proactive approach, with a willingness to take ownership and see tasks through to completion.
• High levels of accuracy and attention to detail.
• The ability to remain calm, organised and solutions-focused in a busy operational environment.

This is an excellent opportunity for someone looking to develop their career within estate management, facilities management and property operations . You will gain broad experience across estate services, contractor management, retail engagement, events, compliance, budgeting and sustainability, while working alongside an experienced estate management team.

If you are a highly organised and proactive individual who enjoys working in a dynamic environment and takes pride in delivering high standards, we would love to hear from you.